3.

Managing people
Organisational
Management
T-Kit

3.1 Introduction
Who are the people ?
It has become a clich to say that an organisations most valuable resource is its people
but it is still true. And our people need to be
managed in a way which enables them to be
fulfilled in their work and to reach their potential for themselves and for their organisations.
The purpose of many European youth organisations is the development of people and so
it is perhaps wise that we start with those on
the inside be they paid or unpaid, volunteers,
staff or Board members. Each person whether
we see them as groups or individuals needs
to be managed and led in order to reach their
potential and to ensure that their efforts serve
the organisation in the most effective and efficient way.
Each person brings talents and skills and knowledge and experience into their work. For the
purpose of this T-kit we will call this collection competence. Each person has a unique
set of competencies which can be applied in
different ways and in different situations. For
example, an unpaid Board member may bring
years of financial management experience, the
skill to read and interpret balance sheets and
a real talent for explaining figures to others
with less experience. The down side might be
that this experience comes from a different
sector the commercial world where the driving force is profit and the Board member
might have difficulty balancing that with the
social objectives of the organisation. In contrast the youth worker with the ability to
relate well with young people on the street
and a natural talent in counselling, may have
difficulty keeping records of expenditure. Both
have a unique set of competencies and both
have a significant contribution to make to
the organisation. Managing people is about
making the most of those competencies, for
as much of the time as possible and ensuring
that they continue to develop.
This section of the T-kit is dedicated to the
issues of managing people. A significant proportion is given over to the concepts of team
working and leadership, as this forms the foundation on which much of the other material is
based. Having answered the question who are
the people?, the following chapters attempt to
answer the question How do we manage them?

Throughout the section suggestions are made

for discussions or brainstorming titles. In some
cases a list of possible answers is also included.

3.2 Teams and leaders

3.2.1 Teamworking
and leadership
Most if not all European youth organisations
are made of people who work in teams. The
synergy created by people working towards a
common goal enables much more to be accomplished than would be done by individuals who
did not share the same vision. Often however,
our teams are geographically disparate and are
made of a mixture of paid and unpaid staff, full
time and part time, young and old and dare
we say it? competent and incompetent. This
variety brings both benefits and challenges.

Suggestions for training

What is a team ?
A group assembled for a specific common purpose ?
Prepared to put the goals of the group
before their personal ones ?
What makes an effective team ?
Communication and feedback skills ?
Ability in group maintenance ?
Support for the leadership ?
The balance of relevant competencies ?
A climate of trust, openness and sharing ?
Full and willing participation ?
Commitment to team objectives ?
What are the disadvantages of team
working ?
Time consuming ?
Loss of individual identity ?

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The purpose of this section is to provide some

tools to enable us to get the most out of our
teams. You might start by asking the following questions, which can be turned into an
exercise.

Suggestions
for training
Compare the Belbin
team roles (Fig. OM 11)
with those of your team

An important piece of work has been carried

out by Meredith Belbin in relation to the individual roles members of a team take on. As
individual members and especially as leaders,
we do well to understand the roles to which
we are best suited. Belbin categorised useful
people to have in teams into 8 types as
described in the table below.
As can be seen, there are both strengths and
weaknesses to each of these roles, as indeed
there are in any individual in a team. The crucial issue is that we understand and appreciate
these and that we can see where the gaps are
in the composition of our teams.
The roles people take in teams are frequently
fluid and dynamic, and often change as the
team develops or the situation changes. In one
sense, it is helpful to think of leadership as just
one role that can be taken by an individual and
the same is true for management. The latter in
particular can be broken down into a number of
functions which might be shared between a
number of different people at different times.

The terms leadership and management are

often used to mean the same thing, when in
reality they are two distinct roles. Leaders are
often expected to be good managers and managers are often required to provide leadership
for those they manage.
One way to express the distinction is that
Managers do things right, whilst leaders do
the right thing, alternatively, it is sometimes
said that leaders are responsible for effectiveness and managers are responsible for efficiency. The significant issues being those of

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direction and focus for the leader and method

and application for the manager. For example, the leader would be the person who took
the initiative for the development of a strategic plan, would introduce new concepts and
encourage discussion and criticism of the performance and policies of the organisation.
The manager would be keen to ensure that
the agreed policies were adhered to, that indicators and measures of performance were
appropriate and were used. S/he would be
concerned with application whilst the leader
would perhaps be more concerned with design.
It is clear that the two elements leadership
and management cannot easily be separated.
The reality is that some people in positions of
responsibility have stronger leadership competencies than management competencies and
vice versa. Another good reason for the team
approach to running organisations.

Suggestions for training

What are the different functions of
a manager ?
Co-ordination
Encouragement
Motivation
Setting an Example
Recruitment
Target setting
Ensuring the job is done
Maintaining an overview

Organisations come together to achieve a particular purpose or task. Much of leadership is

about clarifying that purpose and uniting people in their commitment to it. John Adair has
suggested that the achievement of the task
depends on the attention given by the leader
to both the needs of individuals, and to the
needs of the group (or team) as a whole.
As we lead indeed as we manage groups of
people, we need to consider the relative amounts
of time and effort we put into these three areas
(see OM 12). If we work hard on maintaining
the identity and the morale of the group but
fail to attend to the individual needs of its
members then achievement of the task will
suffer. Likewise, if we give all our attention to

Organisational
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Fig. OM-11 : Useful people to have in teams

Type

Typical features

Positive qualities

Allowable weakness

Company worker

Conservative,
dutiful and predictable

Organising ability, practical Lack of flexibility and

common sense, hard
unresponsiveness to
working self-discipline
unproven ideas

Chairman

Calm, self controlled

and self-confident

A capacity for treating

No more than ordinary
and welcoming all poten- in terms of intellect
tial contributors on their or creative ability
merits and without
prejudice. A strong sense
of objectives.

Shaper

Highly strung,
outgoing and dynamic

Drive and a readiness

to challenge inertia,
complacency,
ineffectiveness
or self-deception

Proneness to impatience,
irritation and provocation

Plant

Individualistic,
serious-minded
and unorthodox

Genius, imagination,
intellect and knowledge

Up in the clouds, inclining

to disregard practical
details or protocol

Resource investigator Extroverted,

enthusiastic, curious
and communicative

A capacity for contacting

people and exploring
anything new. An ability
to respond to challenge.

Liable to lose interest once

the initial fascination has
passed.

Monitor evaluator

Sober, unemotional
and prudent

Judgement, discretion
and hard-headedness

Lacks inspiration or the

ability to motivate others

Team worker

Socially orientated,
An ability to respond to
rather mild, and sensitive people and to situations,
and to promote team
spirit

Indecisiveness at
moments of crisis

Completer finisher

Painstaking, orderly,
anxious and conscientious

A tendency to worry
about nothing.
A reluctance to let go.

A capacity for follow

through, perfectionism

Source : Belbin, R.M. (1981) Management Teams, Heinemann ; reprinted by permission of Butterworth Heinemann
Publishers, a division of Reed Educational and Professional Publishing Ltd.

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Fig. OM-12 : Action centred leadership model

Task functions
Defining the task Making a plan Allocating work and resources
Controlling quality and temps of work Checking performance against the plan Adjusting the plan

Team maintenance functions

Setting standards example
Maintaining discipline
Building team spirit
Praising, motivating,
giving a sense of purpose
Appointing sub-leaders
Ensuring communication
within the group
Training the group

Task
needs

Team
maintenance
needs

Individual functions

Individual
needs

Attending to personal
problems
Praising individuals
Giving status
Recognising and using
individual abilities
Training the individual

An effective leader
A) Is aware of task needs, team maintenance needs and individual needs of his group
B) Has the skill and training to meet those needs, in accordance with the priorities of the situation

Source: Adair, John (1983) Effective Leardership : a Self Development Manual, Aldershot : Gower ISBN 0-330-28100-3

3
the needs (or demands!) of one or two members of the group at the expense of group
cohesion and common understanding, the same
will happen. Furthermore, if we constantly focus
on the task to be achieved, without attending
to building up the group of people as a team,
or to the development needs of each individual, then we can expect achievement to be
difficult to sustain and potentially off target.
As teams are fluid and dynamic, so leadership
needs to be both flexible and dynamic. The
so-called ruthlessness of famous world leaders
through history can perhaps often be interpreted as single minded commitment to a cause;
a commitment which followers share and which
overrides all other considerations. But in European youth organisations at the beginning of
the new millennium, democracy, shared decision making and a team approach are crucial
to the achievement of goals. While the phenomenon of leadership by personality still achieves
much; sustainable, empowering and inclusive
leadership is able to respond to a wider range
of needs with a wider range of solutions.

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Suggestions for training

In small groups discuss a leader from
history and what it was which made
them successful or effective

Responding to need is the raison dtre for

many, if not all our organisations. Needs are
often diverse and changeable and so leadership of our organisations needs to be both
responsive and pro-active. The notion of leadership style can help our understanding here.
If our leadership is to be dynamic and flexible
then the leader needs to be able to read situations tasks, teams and individuals and make
decisions about how they should be responded
to. A leaders decisions will also create situations
new tasks, closer teams, better developed
individuals (or their opposites). How those decisions are made is a reflection of style.

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A number of writers have blended their description of leadership style with their understanding of how teams develop. Their models can
help in assessing the appropriateness of a
particular style at a particular stage in the
development of a team.

In this model, distinct stages of development

of a team can be seen. In reality, the stages
are never so distinct and the team may slide
down the pole some or all of the way in the
course of its development and its achievement
of performance.

Fig. OM-13 : How to choose a

leadership pattern

Fig. OM-14 : Greasy Pole

Model

An alternative presentation of this is :

PERFORM

NORM

New goals
Atmosphere of Honesty,
Tolerance and Listening
Deeper relationships,
understanding each others
values and contributions
Do task according to
individual and team abilities
Establish own
team disciplines
Develop assertiveness

Retained Authority Area

Shared Authority Area

Tells

Sells

Tests

Consults

Joins

Tells
Manager Thinks Plans Decides
Group
Submits Conforms Gives Assent

Sells
Manager Decides then puts decision to the
team to get agreement
Group
Listens to ideas and gives assent

Tests

STORM

Express feelings about

each other
Emotional
Lack of direction
Insecurity
People going
against expectations

FORM

Manager Plans and puts various solutions

to the group and then decides
Group
Gives views on solutions then gives
assent to chosen solution

Consults
Manager Presents problems to group and asks
for possible solutions then decides
Group
Participates in the thinking and solving of problems but not in the decision or control

Joins
Manager Shares all decisions and control
Group
Shares control and becomes
a democratic body

Source : Tannenbaum, R and Schmidt, W.H., How to choose

a leadership pattern in Harvard Business Review,
May-June 1973. Copyright 1973 by President
and Fellows of Harvard College ; all rights reserved.

Positive direction
Creativity
Initiative
Flexibility
Open, honest relationships
Commitment, pride in the
team, team spirit
Maturity

Who follows who

Poor listening
Feelings kept hidden
Shallow relationships
Inflexible
Status conscious
Do as others expect you to
Thinking of your own
needs and problems

Source : Tuckman, B. W. (1965) Developmental sequences

in small groups in Psychological Bulletin vol. 63, p.
384-399. Copyright 1965 by the American
Psychological Association. Reprinted with permission.

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The model above indicates that authority or

decision making power, is transferred gradually to a group as it develops the competencies both in individuals and collectively it
needs to carry out a task. The group which is
perfectly capable and experienced in carrying
out a task will not respond well to a telling
(or authoritarian) style of leadership. Likewise
the team which has only just come together
even if it is made up of highly competent
individuals needs to be given information and
direction early on so that it can progress towards
shared authority for decision making.
As with any other role or function in a team,
leadership of whatever style requires the
development of competencies; not least in
choosing which style to use and when. The
term delegation needs some attention here
as it is used both as a style of leadership in its
own right, and as one of the skills applicable
to many styles. Delegation, when used to
describe a style of leadership, implies that
authority for decision making is handed over
to team members. It requires a level of trust in
both leader and team, and a full understanding
of the task and the competencies of the team.
As a generic skill, delegation still requires trust
and understanding; furthermore it requires the
ability to decide what tasks or responsibilities
should or should not be delegated.

Suggestions for training

Some questions to ask trainees (individually, and collectively)
Make two lists one to describe the
things which happen in ideal teams
e.g. communication, decision making, trust, support etc etc ; and one
to describe the types of people you
need in an ideal team e.g. leader,
resource finder, time keeper, co-ordinator, worker. Compare these lists
with the team you are currently a
part of ; where are the gaps and
the repetition ?
What do you consider to be the key
skills and attributes of the ideal
leader in your organisation ?
In response to the slippery pole model
(figure 3) choose a team which you
lead and discuss what stage of development you feel it is at. What style
of leadership is most appropriate to
ensure development and achievement of the task ?

Fig. OM-15 : The best fit option

Autocratic

Style

Democratic

Leader
Led
Task
Context
Reproduced by permission from B600 The Capable Manager The Open University, 1994.

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In conclusion then, we have considered teams

as dynamic developing groups and leaders as
dynamic, flexible people within them. We have
seen the need for a balance of attention to be
given to the task, the needs of the individuals
and the needs of the group as a team.
Elsewhere in this document we have considered the context of our organisation; internally,
in terms of organisational culture and externally
in terms of the Social, Technical, Economic,
Political and Environmental context (STEPE)
in which we work.
Leadership is crucial in all of this, and the most
effective leadership will have found a best fit
for the demands of the following four elements:
The leaders preferred style, the teams preferred
style, the style most appropriate to the task and
the style most appropriate to the context.
As we move into the next section we will consider issues and competencies which help to
make teams work.
In doing this we will build up a kit of management tools and discuss the choices managers
make in their use.

3.2.2 Motivating people

In chapter 2 we considered the concept of self
motivation. In the following section we consider how we motivate others, particularly in
the light of some theoretical models.

Suggestions for training

By way of introduction to the subject
of motivation we need to ask the following questions.
In working (paid or unpaid) for your
organisation, what is it that gives you
pleasure and/or satisfaction, and
what is it that gives you displeasure
and/or dissatisfaction ?
Think of other jobs you might do in
this or other organisations what, if
anything, would change on your list ?

If we select one thing from these lists e.g.

Money, we can then consider how that item
can be both a motivator and a demotivator.
Herzberg presented the idea that some things
satisfy us, but the absence of them does not
necessarily produce dissatisfaction. Likewise,
some things dissatisfy but the absence of them
is not necessarily satisfaction, rather no dissatisfaction.
Motivating Factors = satisfiers = job
content = Maslows higher order needs
Hygiene Factors = dissatisfiers = job
conditions = Maslows lower order needs

Suggestions for training

Returning to your lists, which items
would you classify as Hygiene factors
and which ones would be Motivating
factors ?

Maslow presented his hierarchy of needs as

in the diagram below, suggesting that once
one level of need is satisfied then a person
moves on to the next level of need.

3
Without the satisfaction of the lower order of
needs (1, 2 and 3) then the higher ones will
not be relevant.
As we consider the people we manage it, would
seem that effort first needs to be put into meeting the lower order needs the dissatisfiers
Herzbergs hygiene factors. Often, but not
exclusively, our organisations can say that
those lower order needs have been met and
that the role of the manager is to focus on
meeting higher needs such as achievement,
recognition, self esteem, personal development
and self realisation.

Suggestions for training

How, as a manager do I ensure that
those who work for me are having
their higher order needs met ? How
do I ensure that they are sustained ?

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Motivating Factors (higher order, growth needs)

control quality of working life and the quality
of experiences at work. Some are inherent in
the job e.g. achievement of tasks; and others
come from good management e.g. respect for
and from other people, opportunities for development and challenging work.
Alderfer (in Handy, 1990) grouped Maslows
hierarchy into three sections Existence needs
(Maslow 1&2), Relationship needs (Maslow 3
& part of 4) and Growth needs (part of 4, & 5).
He stated that these needs are Chronic always
there, or Episodic sometimes there. There are
some clear links here with the Action Centred
Leadership model of John Adair, as outlined
in the previous section (Figure 12); Existence
needs might be paralleled with Task needs,
Relationship needs with Team needs, and
Growth needs with Individual needs.

McGregors theory X and theory Y suggested

that managers styles fell into two categories
due to theories about peoples motivation to
work. Theory X states that most people are lazy,
are unable to discipline and control their work,
prize security and avoid responsibility. Thus
people need external incentives and to be told
what to do.
Theory Y states that all people find work natural, accept self discipline, seek responsibility
and like commitments. Thus people can only
realise their potential if they are allowed to
use their imagination and creativity.

Suggestions for training

Consider your experience of managing people and of being managed.
How do you respond to the two theories ? What evidence can you see
to support each one ?

Suggestions for training

Consider what effect style of leadership might have on the motivation of
your team members. Do some styles
of leadership focus on Hygiene Factors
and some on Motivating Factors ?

Source : Maslow, A.H. Motivation and Personality, 1954.

Reprinted and electronically reproduced by permission of Prentice Hall, Upper Saddle River, New
Jersey

Fig. OM-16 : Individual needs

Self-realisation
Growth
Personal Development
Accomplishment
Self Esteem
Self Respect

Status

Recognition

Social
Belonging to group(s)
Social Activities
Love
Friendship
Safety
Security

Protection from danger

Physiological

Hunger

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Thirst

Sleep

Etc.

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3.2.3 Empowerment
The concept of empowerment is intertwined
with all of this. Referring to the Tannenbaum
and Schmidt model in the previous section
(Figure 13), we can see that leaders (and/or
managers) can retain or devolve power to others
through their style of leading (or managing).
Empowerment need not necessarily imply that
the power is handed over from one in authority
to a subordinate. Some thinkers would argue
that everyone has the power already and all the
empowerer does is enable the realisation of it.
In working with young people in particular, we
need to consider where we are withholding or
over burdening them with power and where we
are disempowering by not enabling their knowledge or abilities or creativity to come forward.
We return again to the idea that the purpose of
many of our organisations is to enable young people to reach their full potential. An empowering
attitude to the management of those who work
with us is primarily about realising the full potential of the human resource of the organisation.
Finally, we need to consider again the dynamism
factor. People and organisations change, as do
their environments and contexts. This has to
affect motivation: Through past experience
(upbringing, education, experience in and out
of work); through their present situations (the
individuals own perspective and ones own
view of the perspectives of colleagues); and
through our perceptions of the future (prospects
in this organisation and outside, personal aspirations, paid or unpaid). The young volunteer
who has a stable family background, good education and the encouragement of peers and
leaders will have a very different kind of motivation to the person without such encouragement
and whose previous experience is of failure
or rejection. Both may be well motivated, but
the combination and origin of the hygiene
and motivating factors outlined above, may be
very different. Maslows highest needs centre on
personal growth and the realisation of potential.
An empowering approach, built on an awareness
of and commitment to meet the progressive
needs of those we work with, is the route to
motivation in all parts of our organisations.

3.2.4 Responsibility
In a world where legislation is increasingly
used to highlight and define responsibilities,
managers need to consider their responsibilities at several levels.

On a personal level we have the responsibility

to manage workloads: it is an irony that in
many values-driven organisations the assumption is often made that staff of any kind will
automatically take on greater and greater workloads for the love of it! We need to make
ourselves accountable to friends and family
for the amount of time we give to our jobs and
for the ways in which we allow work to affect
our health and general wellbeing. This of course
is a consideration for the managers who either
condone, by doing nothing to stop such working practice, or positively encourage by simply
asking more and more of their workers.
At another level, managers need to consider
the issue of professionalism both for themselves and their staff. Lack of payment is no
excuse for unprofessional conduct and so this
applies as much to volunteers and Board members as it does to paid staff. We need to consider the limits of personal relationships in the
work place, issues of prejudice and discrimination, health and safety and honesty and
integrity. At an organisational level, we need
to consider the systems we have in place to
safeguard workers against accusations of misconduct in any of these areas. This will no
doubt have implications on financial and other
resources. There is much legislation around
these issues but the values of our organisations should also have an influence on the
commitment we show to them.

At a higher level still, the nature of European

youth organisations is such that we have
responsibilities outside of our organisations too.
We have to be accountable to funders and perhaps above all, to the people we exist to serve.
The quality of services and information we
deliver will be a reflection of the seriousness
with which we take all our responsibilities.

3.3 Training, development

and assessment
3.3.1 The learning organisation
Many European youth organisations focus on
the development of young people in an holistic way. How this is done is a feature of each
individual organisation. The emphasis given
to the development of staff and workers will
also be unique to each organisation. The fact

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that many of our organisations are values driven is sometimes at odds with the hard realities of running programmes with very limited
resources. This can lead to compromise when
it comes to the amount of time and money
devoted to learning. We can however, identify
some key features of organisations which would
be classed as learning organisations.
At the heart of this concept is the idea that
organisations develop through the individual, personal development of those who work
in them. Some key principles are outlined in
the bullet points below.

The benefit and value of continuing development is recognised by staff and volunteers

All workers paid and unpaid are encour

aged to take responsibility for their own

learning and development
Organisational structures are both sufficiently well designed and flexible enough to allow
for personal growth and development
A learning climate is encouraged in which
learning from experience and feedback is
facilitated and in which mistakes are allowed
Strategies and policies are developed though
consultation and as consciously structured
learning processes
Financial commitment is made through
effective budgeting, to support the learning
process

Suggestions for training

Ask participants to consider their
organisations in the light of these
principles. Where are the strengths,
and where are the weaknesses ?
What are the blocks and what are
the opportunities ?

There is a temptation, when encouraging learning especially in young people to forget

that the personal development is intended to
result in organisational development. Without
clear organisational goals and mission, it is
impossible to assess whether or not personal
learning will assist in meeting them; or indeed
whether it is justified to expend both time and
money. Spending time and money for example,
on language training course in Spanish will be
difficult to justify for people in organisations
whose primary area of work is in Belarus!

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A further temptation is that we insist on training courses as the only way in which we learn.
The term training and development is recognised to include more than simply going on
courses and the word learning is becoming
widely used as a catch all for any experience
which, when appropriately facilitated, leads
to personal growth. As managers of learning
organisations we need to be open to seeing
opportunities for our staff which will help
them grow and consequently be more effective in their jobs. This might relate to competence including knowledge and skills or it
might relate to motivation or self confidence
or team working. It might also relate to the
perspective from which an individual looks
on a problem or on the organisation itself, for
example, a visit to another branch of your
organisation or even to an other organisation
all together, may result in the member of staff
seeing a problem differently and consequently finding a previously overlooked solution.
Examples of non-training-course learning
opportunities include job shadowing, (where
a staff member or volunteer spends a period
of time along side another worker literally
being their shadow, either in the organisation or in a different organisation, to see what
that job entails and how that person does it),
on the job training, conference attendance,
learning sets.
Assessment of work performance is mentioned
later in this section but it is worth noting here
the value of both planning learning in the context of a regular work review and of recording and accrediting any learning which does
take place. Personal development logs are an
ideal tool for this.

Suggestions for training

Ask your group to consider the last
three occasions when they felt they
learned something. Ask them to
explain the value of that learning to
their organisations and to describe
the process by which they learned.
Who were the key players in the most
significant instances of personal
growth or development in the last
three years ? What made them key
players ?

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The reality of many European youth organisations is that they are not learning organisations.
There is too frequently a lack of induction into
the organisation itself and it is often the case
that paid staff work very much in isolation
sometimes at odds with their Boards of Management. The ability to network either within
your own organisation or with others in similar ones is a crucial part of the Learning
Organisation in practice.

3.3.2 Learning Styles

As we promote the idea of personal learning,
we need to acknowledge that each individual
will have a preferred way, or style, of learning.
Some people prefer to get at a subject by solving
a real problem. Others prefer to hear some theory and make generalisations before applying
it to their situation.
In the previous section on management of self,
we introduced the concept of learning styles.
In this section we need not reiterate the details
but we do need to consider the way in which
learning styles of those we manage affect the
way in which we manage them.
As managers do we get the most from activists
by letting them jump in the deep end?, or do
we ensure that the reflectors in our teams have
sufficient time to absorb and consider information before they are pressed for decisions.
Do we allow theorists to question things and do
we make the most of the pragmatists ability to
transfer learning from one situation to another?
Likewise when we consider the type of learning experience we encourage our people to
engage in: Does the learning style match the
learning delivery? One advantage of the experiential learning cycle as described by Kolb, is
that it contains elements which are of relevance
to each of the four learning styles described by
Honey and Mumford. Activists enjoy the doing
phase, Reflectors find it easier to engage in the
reviewing phase, theorists participate most
effectively when allowed to draw out the key
learning points and Pragmatists are most able
to apply their preferred style in the application
of the learning to a new situation.

3.3.3 Assessment of performance

and work review
If our organisations are to continually grow and
develop through the growth and development

of our people, then we need a mechanism for

reviewing this on a regular basis. Many commercial organisations use the concept of the
annual appraisal as a tool within their performance related pay schemes. It is also used
this way in some NGOs. The difficulty arises
when the focus of such an assessment is on
the past performance rather than on the future
potential. The term work review is perhaps less
threatening and provides a balance between
the two. The regularity and frequency of work
reviews needs careful consideration: A full
review annually, with a six month interim
review of progress towards agreed goals, is a
well tried norm.
It is a sad reflection that Boards often let down
their staff and their fellow volunteers by
not carrying out work reviews. Where the relevant competencies are not present in a Board
then training should be sought, or outside help
found to provide the service. Regular work
reviews are a useful tool to check the relevance
and accuracy of job descriptions of staff and
volunteers. Job descriptions can also used to
provide an agenda for a work review. Work
reviews are also useful as a tool for overcoming resistance to change as they provide an
ideal opportunity to consider the individuals
contribution to the development of the organisation at a strategic level.
In assessing past performance, for whatever
reason, a number of criteria may be useful to
ensure equality and agreement.

1. The assessment needs to be planned. The

process needs to be clearly explained and
time given for planning and preparation.
The plan also needs to include advice on
the kind of evidence which might be used
to demonstrate performance.
2. Performance needs to be measured against
something. Targets set at the beginning
of an assessment period need to have been
agreed from the outset and any changes
noted. The measures or standards against
which assessment takes place need to be
clear and relevant to the job. Again this
where reference to the job description and
person specification can be useful. J.W.
Humble was particularly associated with
Management by Objectives (MBO) and the
importance of Key Results Analysis (KRA).
Criticism of his ideas were that the process
of using a job description which listed the
main responsibilities, lines of communication, objectives and budgets as the basis for

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the setting of Key Results was too mechanical. The mechanism normally associated
with the process meant that there was a
strong preference for quantitative targets
and that these targets may not have led to
the business performance which was sought.
Given that the whole process was linked
with financial reward then it is easy to
understand resistance to being processed
in this way. The temptation for large organisations to adopt this or variations of this
system, is obvious. Uniformity and objectivity as well as precision are all proposed
as advantages.
3. Feedback must be clear and constructive.
Only the set and agreed criteria can be
used to make judgements and all available
evidence should be used. Where further evidence is available but has not been collected, opportunity to do so should be given.
Where inconsistencies arise then these
should be clarified and resolved. Giving and
receiving feedback can be very divisive
and it is essential that both are done with
sensitivity and honesty. The idea of the
hamburger top and bottom made up of
positive comment, praise and recognition,
and the middle made up of points for
improvement is a common approach to
this. Feedback needs to be well timed, accurate, specific, relevant and must point to
the future.

4. A record of the performance assessment and

the plans and commitments for the future
should be written and agreed by both manager and staff members.
The points above are intentionally written in
the formal style often used when introducing
procedures for work reviews or performance
assessments. The reality perhaps more so in
European youth organisations is that the
benefits of such a procedure are more or less
controlled by the quality of the relationships
between staff and managers be they paid or
unpaid. Open and honest relationships and the
ability to give and receive feedback as a daily
norm will ensure that regular work reviews are
profitable and even enjoyable experiences.

Suggestions for training

Ask course participants to design a
plan for a regular work review. What
would be the time scales? What questions would be asked before and
during the review.
Consider the outcomes of a regular
work review. How do we make them
SMART (Specific, Measurable, Achievable, Realistic, Timed) ?

The exercise given at the end of the section

on coaching is an ideal way to practice and
receive feedback on your feedback!
In identifying further learning needs, the following criteria may be useful.
1. Individuals should be able to identify their
current competence and their own long
term goals. The competencies required to
achieve the latter should be established.
2. Learning opportunities should clearly match
the learning need. The preferred style of the
learner should be taken into account and
choices made from as wide a range of opportunities as possible.
3. Managers need to commit to continued
support. The assessment meeting should
be seen as part of an ongoing process in
which the manager has a vital interest.
Assistance in choosing learning experiences,
preparing for them and reviewing their
outcomes should be agreed and built into
the plan for the coming period.

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3.4 Coaching, mentoring

and counselling
3.4.1 Coaching
Coaching is a process which aids improvement
in performance traditionally we understand it
best in the context of sport. Here, performance
is about winning races or competitions, or
exceeding previous records.
The coach is a person who enables improvement by using a selection of approaches,
styles and techniques appropriate to the
sport, the competition and the individual
concerned.
It is a feature of coaching that it normally
involves a one to one relationship, and this is
also true when applied to the world of work.

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Fig. OM-17 : Coaching spectrum

Directive

Facilitative

Characteristics

Characteristics

Coach identifies problem

Coachee identifies problem

Coach decides on solution

No telling

Tells

Asks open questions

No Questioning

Listens

Little Listening

Coachee identifies solutions

Intrusive on coachs time in long term

Coachee may not buy in

Coachee owns the solution

Coachee gains new skills
Becomes less intrusive,
saves long term cost and time
3

Useful
to solve an immediate, urgent or
Stressful problem

Useful
to develop coachees confidence
open up their potential

when learner has no background knowledge improve coachees performance

Effective Coaches :
Operate flexibly along the spectrum to meet circumstances
Ineffective Coaches :
Tend to operate directively but without sensitivity

Reprinted by permission of Paul J.P. Hazell

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Coaching may result from the work review

process or may be provided as a result of
other situations such as the start of a new job
or project. In the Action Centred Leadership
model mentioned earlier (figure 12), coaching
applies primarily to the circle marking the
needs of the individual. Indeed relationship is
once again a key word in the use of coaching.
As with leadership, coaching which can perhaps best be described as one of the many tools
of a leader or manager can be applied using
a spectrum of behavioural style; from directive
to facilitative.

Suggestions for training

Consider the issues, problems or tasks
which may benefit from coaching
amongst staff, paid or unpaid in your
organisation.
Consider how important it is for the
coach to understand the technical
detail of the job of the coachee. How
does this differ from other elements
of leadership ?

3
The model below shows the importance of
relationship within the coaching process. Trust
enables a relationship which can then approach
a number of objectives in a cyclical manner.
Feedback is an essential part of coaching. If
Coaching is about helping people fill the gaps in
their performance, then feedback is the letting
people know how well they have filled the gaps.
Giving feedback requires skill and is both the
result of and the reason for the trusting relationships mentioned earlier. As a practical check
list, consider the following:
1. Start and finish on a positive note think of
feedback like a hamburger, with positive
comments being the bun and items for
improvement being the meat in the middle.
2. Concentrate on facts and be prepared to
give specific examples.
3. Think about your body language. What
signals are you giving through your posture and eye contact (or lack of it)!

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4. Make sure that feedback is given as soon

as possible after the observations are made.
5. Using a facilitative approach will leave the
coachee the time to work on his or her
own solutions. Open questioning will help
in this process.
Receiving feedback also requires skill, and perhaps most importantly, the desire to learn. Some
practical tips include:
1. Remember that the person giving feedback
is on your side. They may be taking a risk
in talking this way.
2. Consider your body language. What signals
are you sending through your eye contact
and body posture?
3. Listen carefully, seek clarification when necessary, dont seek to justify or defend unless
asked to.

Suggestions for training

Choose an activity where a coach
can observe another member of the
course carrying out a task (eg giving
a presentation). Provide time to prepare and then set up a coaching
interview where a third member of
the group can observe and give feedback on the feedback !

3.4.2 Mentoring
While coaching is generally seen as a tool used
by a manager, mentoring in common modern
usage is often, but not exclusively, a relationship which happens outside of the manager/subordinate situation. The word comes from
Greek mythology where Ulysses entrusted
his son to the care of his old friend Mentor.
Coaching and counselling are often used to
mean mentoring, but it is hoped that this section will provide a sufficiently clear distinction
between the three.
In the introduction to David Clutterbucks book
Everyone Needs a Mentor 1991 a great range
of definitions are given. In brief, phrases like
mixture of parent of peer, a role model, a
guide, a coach and a confidant, a protected
relationship in which learning and experimentation can occur, potential skills can be

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Fig. OM-18 : Trooper diagram

Coaching : The TROOPER Process

TRUST

RELATIONSHIP

OBJECTIVE
3

OPTIONS

REVIEW

PLAN

EVALUATE

Reprinted by permission of Paul J.P. Hazell

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developed and in which results can be measured in terms of competencies rather than
curricular territory covered.
Mentoring then is about personal growth which
does not have to relate to the job of the protg
directly. It has the character of a long term
relationship in which an individual is encouraged to explore, discuss, experience, discuss
some more, and maybe draw some conclusions
along the way. The trust and integrity are crucial once again, as is long term commitment
from both mentor and protg.
Some people choose mentors from outside
of their organisations whilst others prefer
the closer understanding of the organisation brought by a colleague. Peer mentoring
in young organisations, or those which are
only staffed by young people can be equally
beneficial. It can also be a mutually beneficial
process particularly if a staff member is mentored by a volunteer or Board member.

Suggestions for training

One commentators summary of the
role of a mentor is given below.
Consider first how competent you
would be to carry out each part of
the role ; and secondly who you
currently know who might be able
to fulfil the role for you.

MENTORS
Manage the relationship
Encourage the protg
Nurture the protg
Teach the protg
Offer mutual respect
Respond to the protgs needs

Using this model, it is hard to argue against

peer mentoring.
If the role of mentor is as described then this
will help us in finding mentors and conversely
assessing our own suitability to become one.
Clutterbuck provides a checklist. He suggests
we look for a mentor who:
1. Already has a good record for developing
others

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2. Has a genuine interest in seeing people

advance and can relate to their problems
3. Has a wide range of current skills to pass
on
4. Has a good understanding of the organisation; how it works and where it is going
5. Combines patience with interpersonal skills
and an ability to work in an unstructured
programme
6. Has sufficient time to devote to the relationship
7. Can gain a protgs respect
8. Has his or her own network of contacts
and influence
It is regarded as healthy practice that mentor
relationships have clear beginnings and endings. It is not uncommon for these relations
to develop into friendships which last for years.
The original relationship is one of considerable responsibility frequently set up at the
request of the organisation and with the ultimate goal of benefiting the organisation.
Mentoring relationships in large commercial
organisations are frequently based around
specific pieces of work or clearly defined projects. This perhaps gives a focus to professional growth. Where the mentoring relationship
uses the day to day experiences as dictated
by day to day pressures of work in a non profit
NGO then the focus might be rather different.
Once again we come across the concept of
personal growth for the sake of it a part perhaps of the value base of our organisations.
The mentoring relationship can aid personal
growth across as wide a spectrum of life as
both mentor and protg decide.

Suggestions for training

Ask participants to consider how they
might use a mentor relationship.
What issues would they consider it
beneficial to discuss with a mentor.
How deep would they be prepared
to go ?

3.4.3 Counselling
Counselling is another word which we find
being interchanged with others and being
used in a range of different contexts. For the

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purposes of this section, we will take it to

mean a process or interaction, used within a
range of relationships, which assists a person
in thinking through an issue or problem. We
will not discuss here the professional counselling which brings a range of specialist
skills albeit based on the principles of active
listening described below. In this section, the
term client is used as this is the one used, in
English, by professionals in the field
As such counselling techniques are used by
leaders, managers, coaches, mentors and a
whole spectrum of peer relationships.
Counselling is basically about solving problems. It frequently follows the progression:
Contract Exploration Understanding
Action Review
A contract is an agreement between the counsellor and client. It needs to cover time constraints, limits of confidentiality and expectations about the process.
Exploration is the phase where active listening
is the key. The mnemonic EARS may be of help
here:

Action: This is the main problem solving phase

and it may involve drawing the problem using
a mind map or flow chart. It might involve a
range of problem solving questions (eg SWOT
Strengths, Weaknesses, Opportunities, and
Threats), a then-and-now-analysis or starting
with the objective (the solution) and working
backwards.
Review: If you agree to follow up the counselling session after an agreed period of time,
you will introduce an element of supported
accountability for the decisions made. You will
also ensure that the ongoing support is monitored.
Warning. Counselling can result in a range of
outcomes. The client may feel good and motivated to follow through the agreed actions.
The s/he may however only have come as far
as having a fuller understanding of the problem but needs further specialist help in resolving it. But in some cases the client may feel
even more unsettled then previously. A major
problem may have been exposed and a way
forward may not be obvious.

Encourage
Ask
Reflect
Summarise

From the counsellors point of view, there may

be great satisfaction in having helped a team
member or colleague, but the counsellor may
also feel burdened with the clients problem.
There may be personal growth through
empathising with the client but there may
also be shock and distress.

During the understanding phase, the aim is

to make sure that both counsellor and client
understand the issues clearly and fully. Paraphrasing, encouraging specificity, challenging
contradictions and clarifying implications are
all part of the process.

In professional counselling, supervision and

support for counsellors is crucial. As a manager in a counselling role, it is essential that
you consider your own support structure. If
you are unsure about your ability to deal
with problem then seek external help.

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